Funding Program for DR4762: December 18-19th 2023
On March 2, a Federal disaster was declared (DR4762) for potential applicants in the counties of Essex, Lamoille, Orange, Orleans, Rutland, Windham, and Windsor.
This disaster covers federal financial recovery assistance under the FEMA Public Assistance program such as road repairs/culverts/debris and emergency response. FEMA Public Assistance covers damages to applicant owned and maintained facilities. A facility must be a public building, public works system, public equipment, or natural feature.
This program is not for individual homeowners or business owners.
More information will be presented during the Applicant Briefings:
1. Thursday March 7th, 9 am Waterbury 9am TEAMS MEETING ONLINE
Click here to join the meeting Meeting ID: 237 796 951 483 Passcode: azuSu6
2. Monday, March 11th St. Johnsbury 9 AM TEAMS MEETING ONLINE - Northeast Kingdom Click here to join the meeting Meeting ID: 237 149 706 133 Passcode: HEAZ4z
3. Wednesday, March 13th, White River in-person 10:30 am VTRANS District 4 garage, 224 Beswick Drive, White River, located Up the road behind McDonalds, past DMV, large garage on the left.
4. Thursday, March 14th, Mendon in-person 10:30 am VTRANS District 3 office, 61 Valley View Suite #2, Mendon
This disaster covers federal financial recovery assistance under the FEMA Public Assistance program such as road repairs/culverts/debris and emergency response. FEMA Public Assistance covers damages to applicant owned and maintained facilities. A facility must be a public building, public works system, public equipment, or natural feature.
This program is not for individual homeowners or business owners.
More information will be presented during the Applicant Briefings:
1. Thursday March 7th, 9 am Waterbury 9am TEAMS MEETING ONLINE
Click here to join the meeting Meeting ID: 237 796 951 483 Passcode: azuSu6
2. Monday, March 11th St. Johnsbury 9 AM TEAMS MEETING ONLINE - Northeast Kingdom Click here to join the meeting Meeting ID: 237 149 706 133 Passcode: HEAZ4z
3. Wednesday, March 13th, White River in-person 10:30 am VTRANS District 4 garage, 224 Beswick Drive, White River, located Up the road behind McDonalds, past DMV, large garage on the left.
4. Thursday, March 14th, Mendon in-person 10:30 am VTRANS District 3 office, 61 Valley View Suite #2, Mendon
When beginning your recovery rebuilding process, keep records of all costs associated with your infrastructure repairs. Keep these costs broken down by site. Include GPS location start/stop, materials, labor, equipment, and contract. These costs will be eligible for federal reimbursement at 75% federal share in a project grant. FEMA will request information and documentation required to substantiate the eligibility of your costs. As a Public Assistance Applicant, your community will be responsible for providing information to document that its facilities, work, and costs are eligible based on the applicable laws, regulations, and policies. At a minimum, FEMA usually requires the “who, what, when, where, why, and how much” for each item claimed.
Damaged facility documentation requirements:
1.Break costs down per road site!
2.Must be your legal responsibility to make the repairs.
3.ANR permits and Army Corps permits in place when working in/around water. Reach out to your ANR River Engineer ASAP to obtain these and ensure that you are complying with State General Stream Alteration standards for any in-stream repairs. https://anrweb.vt.gov/DEC/StreamAlts/RequestRME.aspx https://www.nae.usace.army.mil/Missions/Regulatory/State-General-Permits/Vermont-General-Permit/
4.Road maintenance records.
5.Labor timecards with hours worked, pay rates, fringe calculations, and a copy of the town’s pay policy.
6.Contractor RFP’S and bids as well as the town’s procurement policy.
7.Quantities of materials used and invoices for costs or load tickets (gravel, culverts), by site.
8.Equipment and operator hours, by site.
9.Photos (before and after repairs) with GPS start/stop locations to show damages.
CONTRACTS: Contractors must be procured properly. Any contract that will be over $250k in costs for permanent repairs must be put out for full and open competition. For contracts below $250k you will need to follow your local procurement policy, typically contacting at least 3 contractors and posting to the Vermont Bid Registry to document your procurement effort. During the immediate emergency response, you may use existing contracts and arrangements, provide they are cost-reasonable and short-term. For major permanent repairs, contractors should be competitively procured! Post RPFs to Vermont Business Registry and Bid System - Home. The APEX center in Montpelier is available to assist with RFP’S. Vermont APEX Accelerator (formerly VT PTAC) | Agency of Commerce and Community Development
DEBRIS : Debris must be collected from within the public right of way only. Photograph with GPS of where picked up and where placed. Include all labor and equipment costs. Photographs! Public Assistance funds are available to eligible applicants in declared counties for debris clearance, removal and disposal operations.
Eligible applicants include State and local governments, Indian tribes, and certain CRITICAL private nonprofit organizations.
To be eligible for FEMA funding, the debris removal work must:
● Removal eliminates immediate threats to human lives, public health, and safety.
● Removal eliminates immediate threats of significant damage to improved public property; and/or
● Removal ensures economic recovery of the affected areas to the benefit of the community-at-large.
●Must be in the Public right of way. Debris located on public property and rights-of-way is eligible. Debris on private property is not eligible.
Public Assistance debris can include downed trees, sand, building wreckage, and damaged property.
●Before picking up debris note the GPS location of debris pick up and disposal (required!) and take a photograph if you can.
●If you hire a contractor to pick up your debris (it must be cost reasonable and procured), you need to hire a debris monitor to ensure the contractor is picking up what they are charging you for. A monitor can be a current town employee.
For more information on the FEMA PA process please visit Process of Public Assistance Grants | FEMA.gov and/or Public Assistance | Vermont Emergency Management.
Additional Resource Material:
FEMA Debris Disposal Guidelines (republicservices.com)
fema_329_debris_estimating.pdf – Quick guide to help estimate debris quantities.
FEMA Debris Monitoring Guide (March 2021) – Hire Debris Monitors to ensure your contractor is hauling what they say they will. Photograph and load tickets. Hazardous wastes require segregation and special handling. Guide explains how to handle different debris.
Damaged facility documentation requirements:
1.Break costs down per road site!
2.Must be your legal responsibility to make the repairs.
3.ANR permits and Army Corps permits in place when working in/around water. Reach out to your ANR River Engineer ASAP to obtain these and ensure that you are complying with State General Stream Alteration standards for any in-stream repairs. https://anrweb.vt.gov/DEC/StreamAlts/RequestRME.aspx https://www.nae.usace.army.mil/Missions/Regulatory/State-General-Permits/Vermont-General-Permit/
4.Road maintenance records.
5.Labor timecards with hours worked, pay rates, fringe calculations, and a copy of the town’s pay policy.
6.Contractor RFP’S and bids as well as the town’s procurement policy.
7.Quantities of materials used and invoices for costs or load tickets (gravel, culverts), by site.
8.Equipment and operator hours, by site.
9.Photos (before and after repairs) with GPS start/stop locations to show damages.
CONTRACTS: Contractors must be procured properly. Any contract that will be over $250k in costs for permanent repairs must be put out for full and open competition. For contracts below $250k you will need to follow your local procurement policy, typically contacting at least 3 contractors and posting to the Vermont Bid Registry to document your procurement effort. During the immediate emergency response, you may use existing contracts and arrangements, provide they are cost-reasonable and short-term. For major permanent repairs, contractors should be competitively procured! Post RPFs to Vermont Business Registry and Bid System - Home. The APEX center in Montpelier is available to assist with RFP’S. Vermont APEX Accelerator (formerly VT PTAC) | Agency of Commerce and Community Development
DEBRIS : Debris must be collected from within the public right of way only. Photograph with GPS of where picked up and where placed. Include all labor and equipment costs. Photographs! Public Assistance funds are available to eligible applicants in declared counties for debris clearance, removal and disposal operations.
Eligible applicants include State and local governments, Indian tribes, and certain CRITICAL private nonprofit organizations.
To be eligible for FEMA funding, the debris removal work must:
● Removal eliminates immediate threats to human lives, public health, and safety.
● Removal eliminates immediate threats of significant damage to improved public property; and/or
● Removal ensures economic recovery of the affected areas to the benefit of the community-at-large.
●Must be in the Public right of way. Debris located on public property and rights-of-way is eligible. Debris on private property is not eligible.
Public Assistance debris can include downed trees, sand, building wreckage, and damaged property.
●Before picking up debris note the GPS location of debris pick up and disposal (required!) and take a photograph if you can.
●If you hire a contractor to pick up your debris (it must be cost reasonable and procured), you need to hire a debris monitor to ensure the contractor is picking up what they are charging you for. A monitor can be a current town employee.
For more information on the FEMA PA process please visit Process of Public Assistance Grants | FEMA.gov and/or Public Assistance | Vermont Emergency Management.
Additional Resource Material:
FEMA Debris Disposal Guidelines (republicservices.com)
fema_329_debris_estimating.pdf – Quick guide to help estimate debris quantities.
FEMA Debris Monitoring Guide (March 2021) – Hire Debris Monitors to ensure your contractor is hauling what they say they will. Photograph and load tickets. Hazardous wastes require segregation and special handling. Guide explains how to handle different debris.
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Mount Ascutney Regional Commission
PO Box 320
38 Ascutney Park Road Ascutney, VT 05030 802-674-9201 |